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FBO DAILY - FEDBIZOPPS ISSUE OF FEBRUARY 14, 2013 FBO #4100
DOCUMENT

74 -- SOURCES SOUGHT Mail Equipment Lease vs. Purchase - Attachment

Notice Date

2/12/2013
 

Notice Type

Attachment
 

NAICS

532420 — Office Machinery and Equipment Rental and Leasing
 

Contracting Office

Department of Veterans Affairs;Network Contracting Activity 8 (NCA 8);8875 Hidden River Pkwy Suite 525;Tampa FL 33637
 

ZIP Code

33637
 

Solicitation Number

VA24813Q0864SS
 

Response Due

2/20/2013
 

Archive Date

4/21/2013
 

Point of Contact

tiffany.garfield@va.gov
 

E-Mail Address

Contract Specialist
(tiffany.garfield@va.gov)
 

Small Business Set-Aside

N/A
 

Description

Sources Sought The Department of Veterans Affairs, Veterans Integrated Service Network (VISN 8), James A. Haley Veterans Hospital, Tampa, FL is currently seeking firms, Service Disabled Veteran Owned Small Business, Veteran Owned Small Business, Hub zone, 8(A), Woman Owned Small Business OR Small Business to include GSA contract holders with the ability to provide the items listed above. We are looking to receive information on leasing versus purchasing the specific mailing equipment as described below. MAILING SYSTEMS Purpose/Intent The intent of this Sources Sought is to acquire lease vs. purchase information for Mailing System equipment under GSA-Pricing, with Supplies, Updates and Service contract, including all required hardware, software, services and training necessary to manage mail operations at this location and to meet all USPS, Federal and VA mail processing requirements. Background 2.1General Operations The James A Haley VA Medical Center Mail Room section is responsible for processing all incoming and outgoing letters, parcels, and packages (Mail Room operations do not include "Freight"). In FY 2010, this section handled approximately 1,100,000 pieces of outgoing mail items. In FY 2011, this section handled 1,250,000 pieces of outgoing mail items. In FY 2011 mailroom operations included USPS First Class mail, permit mail, and UPS or Fed Ex small parcel/package shipping. In addition, the James A Haley VA Medical Center has one Outpatient Clinic in New Port Richey (OPC) that utilizes postage machines to process lettered mail and small packages and 2 hospital pharmacy areas that process their small parcel/package shipping mail requirements at their respective locations. The OPC has much lower mail volume. The pharmacy only requires small parcel/package shipping capabilities. Also, the James A Haley VA Medical Center facility warehouse utilizes a T5XE Arrival system (Pitney Bowes) for all incoming packages and mail items. The James A Haley VA Medical Center Logistics service line is seeking a more cost-effective method of managing and processing mail. 3. Technical Specifications -The Contractor shall provide: 3.1One (1) high-volume mailing system and Three (3) low- to mid-volume mailing systems capable of handling the current mail and projected mail volume requirements for the James A Haley VA Medical Center, with: Equipment must be from USPS-approved manufacturer via authorized distribution channels (https://www.usps.com/business/postage-meters.htm) Weigh in motion and differential weighing 70lb. (or higher) rated parcel scale Conveyor/stacker Minimum operational efficiency of the processing speed of 140 lpm in weigh in motion mode Color touch screen interface for operational control Full QWERTY keyboard with 10-key for system interaction Label Dispenser with self-adhesive labels (adhesive must adhere to multiple materials such as paper, cardboard, vinyl, Mylar, plastic, etc.)- i.e. Thermal Label Printer USPS - approved Information Based Indicia (IBI) system capability (printed indicia and mail system must be capable of providing USPS Commercial Base Pricing on Priority and Express Mail) Machine-integrated eRR solution without the need of manual data entry at the mailing machine (BCR scan technology) Ability to handle packages up to ¾ inch thick Ability to track mail Minimum lifecycle rating of 7,500,000 cycles (annual volume x years of contract/service agreement). Power line conditioner (as required) 3.2Installation, Training, and On-going Support/Maintenance Vendors must provide complete installation, configuration, setup, and testing of all equipment and software, including integration with and configuration for data streams and document types processed at the James A Haley VA Medical Center. Vendor will provide turn-key solution on how data will be transferred from the VA VistA system to the mailing system. Vendor will describe what hardware, software, and configurations will be used to accomplish this. Any interface required for this functionality will be the responsibility of the vendor. Vendors will provide separate, detailed, and on-site end-user training for: Reproduction/Distribution Center staff (on all equipment, software, and procedures) Mail Manager and other identified staff (on Mail Output / Document Management Software Solution, Browser-Based, Multi-Carrier Integrated Shipping System)Vendors will also provide separate, detailed, and on-site administrative training and detailed documentation for key James A Haley VA Medical Center personnel (on administration, maintenance, and configuration) All scheduled and periodic maintenance required by equipment manufacturers will be included in the proposal, said maintenance to be performed by certified individuals. All software, mechanical, or other equipment breakdowns will be addressed by the vendor, by an onsite certified technician if necessary, within 24 hours of initial notification by James A Haley VA Medical Center personnel. 3.3Information Protection Requirements The contractor and their personnel shall be subject to the same Federal laws, regulations, standards and VA policies as VA personnel, regarding information and information system security. These include, but are not limited to Federal Information Security Management Act (FISMA), Appendix III of OMB Circular A-130, and guidance and standards, available from the Department of Commerce's National Institute of Standards and Technology (NIST). This also includes the use of common security configurations available from NIST's Web site at: http://checklists.nist.gov. To ensure that appropriate security controls are in place, contractors must follow the procedures set forth in "VA Information and Information System Security/Privacy Requirements for IT Contracts" located at the following Web site: http://www.iprm.oit.va.gov. These provisions shall apply to all contracts in which VA sensitive information is stored, generated, transmitted, or exchanged by VA, a contractor, subcontractor or a third-party, or on behalf of any of these entities regardless of format or whether it resides on a VA system or contractor/subcontractor's electronic information system(s) operating for or on the VA's behalf. Clauses a) and b) shall apply to current and future contracts and acquisition vehicles including, but not limited to, job orders, task orders, letter contracts, purchase orders, and modifications. Contracts do not include grants and cooperative agreements covered by 31 U.S.C. §6301 et seq. Hard Drives and other data storage devices remain the property of the James A Healey VAMC at the end of the contract, and may not be removed from VA premises for any reason (including warranty work). All personnel performing installation/repair at the James A Haley VA Medical Center must be United States citizens (either U.S. born or naturalized citizens from non-communist block or non-former communist bloc countries) and, shall be required to prove their citizenship upon entry to the facility. Contractor supplied service personnel shall be required to pass a background and fingerprints check. 3.4James A. Haley VA Medical Center provided items: Unless otherwise indicated, the facility will be responsible for providing: OI&T "Network connections (from network closet to WLAN/Internet) "Security software for servers (Anti-Virus, Firewall, etc.) "Ongoing support of OS and all VA- provided software Engineering "Appropriate electrical connections with power filters and any necessary Uninterruptible Power Supply systems "Network connections (cable from closet to equipment location) Logistics "COTR "Key personal/staff attendance for installation and training HISTORY: "The current owned equipment: "One high-volume mailing system; Pitney Bowes "One low-mid-volume mailing system; Pitney Bowes "The equipment was purchased around 5-6 years prior. "The equipment has proven to be antiquated and in need of service parts that are not available. This Pitney Bowes Mailing system equipment is out-dated and difficult to service or obtain replacement parts. Equipment replacement: The DM 1000 meter, the DM 800 meter, and DM 300 meter (Pitney Bowes) D1950 Folder/Inserter (Pitney Bowes) T5XE Arrival system (Pitney Bowes) COMPATIBILITY: Replacement of equipment will be compatible in all aspects: Form Fit Function Coordination "Increase the operational speed from approximately 125 lpm, (DM 800) "Increase the operational speed from approximately 200 lpm, (DM 1000) "Height adjustable Color touch screen for ease, convenience and efficiency with changing of processing of variety of the mailing items. "Ergonomically designed mailing system equipment. "Postal rate update changes via downloads via neoFunds App that provides the flexibility and convenience of funding the "iMeter" with a "download now pay later" neoFunds postage financing plan. Accommodates adding postal dollars with the click of a button. "(Updating the post rates has proven to be difficult to load the individual files due to the obsolete equipment and the updated technology used for this process.) "Postal rates Application provides automatic delivery of updates when the Postal Service announces a change in its rates, delivery service fees and post zones. "Maximum envelope thickness 5/8", and 8". Can also handle postcards. "Dynamic Scale Weight platform of 70 lb each machine. "Account management and tracking, and reporting "Commercial Rates Application "E-service with Electronic return receipt "Thermal Roll tape dispenser both mailing systems. The processing of small packages can now be performed on either mailing system equipment. "Catch tray on one and Conveyer Stacker on the other mailing machine. "Ultra high capacity ink tank providing up to 100,000 imprints supporting cost savings on ink. "No schedule Print head replacement or costs. Designed with a print head to for the life of the mailing system. "Remote Diagnosis Application providing technicians access to trouble-shoot and support the equipment this assistance/access allows for an analysis remotely and a fix accordingly; decreasing any unanticipated down-time. "Operational Training. Provide the initial hands-on and follow-up delivery of training at our site. Will support and maximize productivity. "Customer Service call center is U.S. based. "Site preparation, equipment delivery and installation provided by company. Interested individuals shall provide information on the comparison of lease pricing to include all services that are included within the lease price verses purchasing the equipment and establishing a preventative maintenance agreement which also should include all services provided within a preventative maintenance contract. All emails from interested parties must be received by 12:00 PM, February 20, 2013. Email address is as follows, tiffany.garfield@va.gov. The applicable North American Industry Classification System Code (NAICS) for this procurement is 333318. To be considered a small business under this code the SBA size standard must not exceed 1,000 employees. This is a market survey for informational and planning purposes only. THIS IS NOT A SOLICITATION AND DOES NOT OBLIGATE THE GOVERNMENT TO ISSUE A SOLICITATION. Please be advised that the Government will not pay for any information submitted under this announcement.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/TaVAMC673/TaVAMC673/VA24813Q0864SS/listing.html)
 

Document(s)

Attachment
 

File Name: VA248-13-Q-0864SS VA248-13-Q-0864SS.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=614960&FileName=VA248-13-Q-0864SS-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=614960&FileName=VA248-13-Q-0864SS-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN02986540-W 20130214/130212235434-5a27f58a56cfb8109e50dc49aaa17c94 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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